The Ultimate Guide to Running a Successful Go/No-Go Meeting for SharePoint Migrations

Migrating to SharePoint is no small task, especially for large organizations. With nearly two decades of experience in SharePoint migrations—including hundreds of projects on both on-premises and SharePoint Online—I’ve learned that the go/no-go meeting is the single most critical step in ensuring a smooth transition.

These meetings should ideally take place the day before the migration. Personally, I prefer Thursdays because they provide a buffer day (Friday) to resolve any lingering issues before the migration kicks off over the weekend. With experience comes wisdom, and today, I want to share the strategies I’ve found most effective for running a successful go/no-go meeting.

1. Addressing Key Challenges in Go/No-Go Meetings

Each go/no-go meeting comes with its own set of challenges, and how you handle them often determines the outcome of your migration. Here’s how to tackle them head-on:

• Responding to Last-Minute Issues: Effective communication is key. Use Teams, chat, voice, or email to coordinate with the team and address unexpected issues as quickly as possible. Whether it’s fixing scans or resolving discrepancies in the migration plan, agility and responsiveness are critical to staying on track.
• Maintaining Stakeholder Alignment: A successful migration starts with careful planning. Outline a detailed step-by-step plan and share it at key points with all involved parties—migration team members, end-users, key stakeholders, and project sponsors. Clear communication builds trust and ensures that no one is caught off guard.
• Balancing Technical and Non-Technical Audiences: Regular team meetings and proactive updates before the go/no-go meeting help bridge the gap between IT and business users. Frequent scans identify issues early, and guiding stakeholders on information architecture, taxonomy, and permissions minimizes confusion during the migration.
• Meeting Go/No-Go Criteria: Your final decision should be based on meeting specific criteria:

When all these elements align, the go/no-go meeting becomes the springboard for a successful migration weekend.

2. Ensure Team Awareness and Understanding

The migration team and users need to understand why the migration is happening, when it will occur, and what changes they can expect. Communicating expectations reduces resistance and surprises—though, in my experience, you should always “expect the unexpected”!

3. Tackle Linked Files and Permissions

Broken links in Excel files, Power BI datasets, or other tools are common pitfalls. Ensure your team has identified all known linked files and understands the differences in permissions between NTFS and the SharePoint Online world. Remember, even the best planning can overlook some files—this is normal, and a contingency plan is your safety net.

4. Define Success and Fail-Safe Criteria

Establish clear success criteria (e.g., all files migrated, permissions applied, etc.) and determine the exact timeline and process for enacting a fail-safe plan. For example, if a business encounters issues post-migration, you can revert that business (and only that business) to file shares while allowing other migrations to proceed.

5. Internal IT on Standby

Internal IT plays a critical role during migrations. They handle elements you might not have access to, such as setting file shares to read-only or adjusting Active Directory permissions. Make sure your internal IT team is ready to assist with any issues that arise, ensuring you don’t face delays.

6. Present a Detailed Game Plan

Your migration plan should include:

• The migration order and timeline.
• Specific steps for each folder or file set, including permissions adjustments.
• A checklist for sensitive or restricted materials to avoid mistakes.

By laying out the process in detail, you provide clarity and reduce uncertainty among team members.

7. Communicate the Timeline Clearly

Everyone—from stakeholders to end-users—should understand the migration timeline and what to expect. If the plan deviates (e.g., due to a fail-safe), communication is key to ensuring everyone is informed and prepared for next steps.

8. Conduct Pre-Migration Scans

Using tools like the SharePoint Migration Tool (SMPT) and SharePoint Migration Assessment Tool (SPMT), conduct multiple pre-migration scans. I often schedule a final scan on Friday to catch any lingering issues, allowing them to be resolved during business hours. Outside business hours, troubleshooting can be less straightforward, so it’s best to address these in advance.

9. Train and Prepare Your Team

At least one training session with an expert, followed by a session with internal champions, ensures that users are familiar with the new environment. This minimizes disruptions after the migration and empowers users to hit the ground running.

10. Plan for Post-Migration Adjustments

Expect an uptick in requests for permissions and file sharing in the first week after migration. Users will often begin accessing files outside their immediate areas and may encounter gaps in permissions or sharing settings. Anticipating this trend ensures you’re prepared to address these issues quickly.

Bonus Tip: Build Flexibility into Your Plan

Even with the best-laid plans, surprises will happen. Whether it’s last-minute issues with network configurations, forgotten file links, or permissions gaps, flexibility and adaptability are key. With proper preparation and communication, these challenges can be managed without derailing the migration.

With these strategies in place, your go/no-go meeting can serve as the cornerstone of a smooth SharePoint migration. By addressing challenges head-on, communicating effectively, and preparing for the unexpected, you’ll set your organization up for success—and keep Monday morning as stress-free as possible.

Happy Migrating!

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